Miss Coco’s Reading Club – Code of Conduct & Safeguarding Policy
Last Updated: August 2025
Applies To: All staff, volunteers, parents/guardians, and students participating in Miss Coco’s Reading Club programmes (in person or online).
1. Purpose
This Code of Conduct exists to ensure that Miss Coco’s Reading Club provides a safe, respectful, and supportive learning environment for every child. It outlines expectations for behaviour, communication, safeguarding, and professionalism for everyone involved in the club.
2. Club Values
Respect: We value each child’s individuality and treat others with kindness and patience.
Safety: We maintain a physically and emotionally safe environment at all times.
Growth: We focus on progress, not perfection — celebrating effort and curiosity.
Integrity: We act honestly and transparently with parents, guardians, and students.
3. Behaviour Expectations for Children
All students are expected to:
Be kind and respectful to peers, teachers, and materials.
Listen carefully during lessons and try their best in all activities.
Use polite language — no teasing, shouting, or hurtful words.
Respect club property and equipment.
Keep hands, feet, and objects to themselves.
Follow safety rules during indoor and outdoor activities.
Be patient with themselves and others — mistakes are part of learning.
Failure to follow these expectations may result in a warning, a discussion with parents, and if behaviour continues, temporary or permanent removal from the club.
4. Behaviour Expectations for Parents & Guardians
Parents and guardians are expected to:
Model respectful communication with staff and other parents.
Arrive on time for drop-off and collection.
Inform staff of any changes to pick-up arrangements or emergencies.
Encourage regular attendance and positive reinforcement at home.
Avoid disciplinary interference during sessions unless asked by staff.
Pay fees promptly and communicate early about any payment difficulties.
Provide honest feedback respectfully and constructively.
5. Staff & Volunteer Conduct
All staff and volunteers must:
Hold a valid background check / police clearance before working with children.
Complete safeguarding training and follow all child-protection procedures.
Maintain professional boundaries with students at all times.
Never use physical punishment or verbal abuse.
Report any safeguarding concern immediately to the Designated Safeguarding Lead (DSL).
Use appropriate language, tone, and body language when communicating with children.
Avoid private communication with students outside authorised channels.
Keep attendance and progress records accurately and confidentially.
Dress modestly and appropriately for all sessions.
6. Safeguarding & Child Protection
6.1 Designated Safeguarding Lead (DSL)
Miss Claudine Henney (“Miss Coco”) is the DSL responsible for child-protection concerns.
In her absence, a trained senior staff member will act as deputy DSL.
6.2 Identifying Concerns
Staff must be alert to signs of:
Unexplained injuries or sudden changes in behaviour.
Reluctance to go home or fear of specific individuals.
Consistent neglect (hygiene, clothing, food).
Unusual sexual knowledge or language for age.
6.3 Responding to Concerns
If any safeguarding concern arises:
Listen carefully to the child — do not promise confidentiality.
Record the concern immediately (time, date, details).
Report directly to the DSL.
The DSL will assess and contact appropriate authorities (local social services, police, or safeguarding bodies) if necessary.
6.4 Online Safety
Online sessions will only be conducted through approved, password-protected platforms.
Cameras must remain on during sessions.
Children should participate from a shared family space, not a bedroom.
No screen recording or screenshots are allowed.
7. Health, Safety & Environment
All sessions will take place in clean, child-safe spaces with appropriate ventilation, lighting, and seating.
Emergency exits and first-aid supplies must be clearly accessible.
Staff must hold basic first-aid training.
Parents must disclose any medical conditions, allergies, or learning needs in advance.
In case of illness or injury during a session, parents will be contacted immediately.
8. Privacy & Data Protection
Personal data about children or parents will be stored securely and used only for club operations.
Photos or videos of children will only be taken with written parental consent.
Names of children will not be used publicly without permission.
All staff are bound by confidentiality agreements.
9. Attendance & Punctuality
Consistent attendance ensures steady progress.
If a child is unable to attend, parents must notify staff at least 24 hours in advance where possible.
Repeated absences without communication may result in forfeited sessions.
10. Disciplinary Procedures
Verbal Warning – discussion between staff and child.
Written Warning – record shared with parent/guardian.
Temporary Suspension – if behaviour or safety concerns persist.
Permanent Exclusion – for serious misconduct, violence, or bullying.
All decisions will prioritise the wellbeing of the child and others in the group.
11. Equal Opportunities & Inclusion
Miss Coco’s Reading Club welcomes children of all backgrounds, abilities, and faiths.
Sessions will be adapted to meet diverse learning needs.
Discrimination or exclusion of any kind will not be tolerated.
12. Communication Policy
Official communication is via WhatsApp Business, email, or phone during working hours.
Staff will respond to messages within 24 hours (excluding weekends).
Any urgent matter must be communicated via direct call or WhatsApp message.
13. Parent Acknowledgement
All parents/guardians must sign a short agreement at the assessment stage confirming that:
They have read and understood this Code of Conduct.
They consent to their child’s participation under these terms.
They understand the disciplinary and safeguarding procedures in place.
14. Review & Updates
This Code of Conduct will be reviewed annually by Miss Coco and her team to ensure it remains current and compliant with best practice in child education and safeguarding.